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Staff Assistant

Job Details

Job Summary

The David Rockefeller Center for Latin American Studies (DRCLAS) Staff Assistant is a high-performing member of the DRCLAS team with a focus on event execution and administrative support. Working closely with the Manager of Operations and Associate Director of Finance and Administration, this position provides general administrative and events support across our portfolio of programs.

Auto req ID

58026BR

Job Code

403033 Staff Assistant III

Location

USA - MA - Cambridge

Business Title

Staff Assistant

Sub-Unit

------------

Salary Grade

053

Time Status

Full-time

Union

55 - Hvd Union Cler & Tech Workers

Basic Qualifications
  • Three years of administrative experience is required. Education beyond high school may count toward experience.
Additional Qualifications and Skills
  • Demonstrates organizational and communication skills, diplomacy, and strong attention to detail required.

  • Ability to take initiative, manage multiple complex tasks in a deadline-driven environment, prioritize intelligently with guidance, while maintaining service orientation.

  • Able to work independently with minimal supervision but also to collaborate work with a team member and with fellow staff members.

  • Understanding Microsoft Office (Excel, Word, PowerPoint, etc.) is a must.

  • Experience in Sharepoint, OpenScholar, InDesign, and Adobe Creative Suite

  • An interest in Latin America or working in an academic environment or higher education is a plus.

  • Proficiency in Spanish and/or Portuguese is greatly preferred.

  • Knowledge of Harvard systems is a plus

Additional Information

All final offers will be made by FAS HR.

Department

David Rockefeller Center for Latin American Studies

Pre-Employment Screening

Identity

Job Function

General Administration

Position Description

Events and Meeting Management:
  • Assists with virtual and in-person events, meetings, lectures, workshops, student activities, and panels. Manages Zoom platform and hosts virtual events. Assist with logistics for in-person events such as securing rooms, arranging for food and AV, event set-up, and cleanup. Arranging travel, lodging, and parking for guests/speakers. Collects and tracks events data for program records.

Office support:
  • Assists with the day-to-day operations and maintenance of the Center, providing support to all constituents: (faculty, visiting scholars, staff, graduate students, and visitors).

  • Responds to general phone, email, and walk-in inquiries; Manages incoming and outgoing mail for the Center. Opens, sorts, and routes mail to appropriate persons. Serves as the point person for ordering and managing equipment and supplies (office and kitchen). Maintains the common areas such as the kitchen and supply closet. Maintains files and record-keeping systems.

  • Serves as the initial point of contact for all visitors to the department. Provides general information about the University or department to visitors.

  • Assists the Operations Manager with work related to building access, office keys, and space planning as well as other general office maintenance as needed

  • Processes transactions, invoices, and reimbursements. Serves as a source of information on established financial policies and procedures and informs staff. Reconciles corporate cards, along with other financial and back-end administrative support

  • Supports the Center's Director and Executive Director with administrative tasks, including calendar, meetings, and travel arrangements. Prepares necessary materials in advance of meetings.

  • Collaborates and provides back-up for other staff and assistance with special projects as needed.

  • Contributes to the Center's goal, and performs other duties as needed and required

School/Unit

Faculty of Arts and Sciences

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

Working Conditions

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements . Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ .

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

Company

 Harvard FAS

The Faculty of Arts and Sciences is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s PhD. programs (the Graduate School of Arts and Sciences, founded in 1872). The 40 academic departments and more than 30 centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.

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